SharePoint Online
Quickstart Guide Here are some tips to get you started with SharePoint Online. SharePoint Online
What is it? Microsoft’s SharePoint Online (SPO) is an online platform where members of an organization can work on files together, from any device.
How does it differ from OneDrive? SharePoint often gets confused with OneDrive. OneDrive was created so that you can manage your files more easily and access them from any device. SharePoint was created so that you could store and share them from any device. OneDrive and other Office 365 applications “pull” files from SharePoint, where they are stored.
Why can I share from OneDrive and Teams then? Because of SharePoint! Think of SharePoint as the “engine” behind the other Office 365 applications – giving you the ability to access files in OneDrive, Teams, etc. Your files are there, and able to be shared, because of SharePoint doing the work in the background. SharePoint is integrated with these apps so that you don’t have to go to SharePoint Online every time you want to share a file with someone. SharePoint vs. OneDrive
Think of a filing cabinet. You keep your personal files in it and take certain files out when you need to work on them. People can only access files from the cabinet if you give them the files. This is OneDrive.
Now, let’s say you’re on a project that requires team collaboration. You get a new filing cabinet for your team to share. You place it in the middle of the office, where your team can access it and take files out when they need to add their own updates. This is your team’s filing cabinet. This is SharePoint. SharePoint Online
Think of SharePoint as the “bucket” holding your team’s shared files and distributing them out to the other Office 365 applications. This way, you can access them anywhere.
Contoso Mass Commonwealth Example
Mass Commonwealth Example
Mass Commonwealth Example
Deputy Helpers
District Staff COB Crew
Court Staff 2020 Attorneys COB
Deputy Helpers
Fund for District Team SharePoint is Behind All of Office 365
Wherever you’re working from…
Mass Commonwealth Example Contoso Mass Commonwealth Example
Teams SharePoint File Explorer
…that ability to get to your shared files is powered by SharePoint. SharePoint Online
Status Meeting Documents
Government Issued Reports Where your SharePoint files go once you sync. These may be files from Teams sites or SharePoint Meeting Minutes sites – spaces where you collaborate with others. Find out how to access them all from File Explorer here. Hearing Files and Decks
Contoso Network Where your OneDrive files are stored. By default, these files are your own and not shared, even though you have the ability to share them with those you choose. Find more information about OneDrive here.
Where you currently store files. You can only access these files on your work computer, while connected to VPN and must use email attachment to share them with others. X: Drive
Where you currently share files with groups. You and your coworkers can only access these files on your work computer, while connected to VPN. SharePoint Online
Quick Start Guide Do more wherever you are with secure access, sharing, and file storage. Sign in to your Office 365 subscription and select SharePoint from the App launcher.
Search Find Sites, People, or Files. Create a site or news post
Find your site Check out news • Following displays sites you follow, • News from sites (not shown) like your team's site or a site from highlights updates from sites you another group you work with. follow or visit often. • Recent shows any site you've gone • Frequent sites shows sites you like to recently. to go to and recent activity in them. • Featured links* displays sites your • Suggested sites* (not shown) company wants to showcase. appear based on searches you've done and recommendations from Microsoft Graph.
* Microsoft Graph must be enabled by your admin to see Featured links and Suggested sites on your SharePoint homepage. SharePoint Online
Work with Files Select a site from the SharePoint homepage or enter its URL into your browser. Then select Documents in the left navigation pane.
Open Share Copy link Move to/Copy to Open and edit a file online Share files directly from Get a link to the selected file Move or copy a file to or in a desktop app OneDrive. Files are private to insert in an email or site. another destination. Drag until shared. and drop is also supported.
Information Pane Document See file information, recent View and work with the files activity, and manage access stored on a SharePoint site. permissions to the file.
Download Download a copy of a file to work offline that takes local Sharing status device space. See which files are being shared and who they’re shared with.
Version history View a file’s version history and restore a file to a previous version.
Recent activity See the sharing, viewing, and editing activity for a file. SharePoint Online: Managing Files
Create or Upload Files and Folders Copy Links You can add New or existing files and folders from your device. In SharePoint, select Copy a link to a file to share it. Paste it in an email, Teams chat, webpage, OneNote page, Upload > Files or New > select the type of document you’d like to create. Otherwise, and more. You can get the share link from SharePoint OneDrive, Teams, or even File select a location in OneDrive and drag and drop files or folders from File Explorer. Explorer. In SharePoint, select a file and then select Copy link. Copy the link and then paste it in the destination.
Share Files Sync Files and Folders Select a file and then select Share. You can grant Edit or View permissions for Sync your files and folders to your File Explorer, so you can access them even when recipients and set time limitations on a file to specify when it will no longer be you’re offline. From a document library on the SharePoint site that you want to sync accessible. files from, select Sync, and sign in with your Commonwealth account.
Based on admin settings, the three levels of sharing are:
Contoso Anyone – people inside and outside your org can access. Receive links directly or forwarded.
People in your org – everyone in your org can access.
Specific people – specify email addresses of the people you want to give access to. SharePoint Online: Pages and Libraries
Add a Page Select + New > Page in your new, choose a page template, and select Create. Enter a title for the page, and then add content by adding web parts.
Add Web Parts In your news post or page, select the plus sign , and select the web part you want to use to add content to your page.
Add a Document Library or List Select + New in your new website to add a library or list SharePoint Online
Next Steps with SharePoint
SharePoint Online Learning Visit Microsoft's SharePoint Support site to learn what SharePoint Online can do for you.
Find Help If you experience any issues, please contact the Service Desk for your Secretariat, which you can find on mass.gov.
Have a Question About the Program? Have a question? Explore frequently asked questions and answers about the Modern Workplace Program here.